J045--36C24226Q0504 - Extend Responses Due Date | Questions Answered

Amendment / Modification

This amendment to Solicitation 36C24226Q0504 serves two primary purposes:

• Answers Vendor Questions: Provides responses to vendor inquiries related to the solicitation.

• Extends Offer Due Date: The deadline for submitting offers has been extended.

• Offer Due Date: Extended to May 6, 2026, at 10:00 AM Eastern Time.

• The due date for offer submission has been extended. Bidders must acknowledge receipt of this amendment. Failure to do so may result in rejection of the offer. If a bidder wishes to change an offer already submitted, they may do so via letter or electronic communication referencing the solicitation and amendment number, provided it is received before the new opening hour and date.

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding the "Hudson Valley Annual Boilers" opportunity (36C24226Q0504).

• Inspection Time: Inspectors typically need 2-3 hours per boiler. Cleaning crews can generally continue working around inspections on multi-campus sites.
• Cleaning Equipment: While a truck-mounted power vacuum is preferred, a goodway machine with wire brush capabilities or similar, attached to a HEPA-filtered soot vacuum is acceptable. Negative air machines are required to control dust, and collected soot must be removed from the site.
• Boiler Types: The scope of work's reference to "Steel tube boiler" was clarified to mean the "waterside of the water tube boiler."
• Scale Removal (Fireside): A goodway machine with wire brush attachments is suitable for removing soot and deposits from the fireside of fire tube boilers.
• Scale Removal (Waterside): The waterside of both water tube and fire tube boilers requires pressure washing, scraping (for deposits water cannot remove), and flushing to remove loose mud, scale, and sludge.

These clarifications refine the requirements for boiler cleaning equipment and methods, particularly concerning scale removal and the types of boilers addressed. Bidders should ensure their proposed approach aligns with these detailed answers.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for annual maintenance services for high-pressure boilers and boiler plant equipment at the VA Hudson Valley Healthcare System, specifically at the Montrose VAMC and Castle Point VAMC. The services include opening, cleaning, and reassembling boilers and associated tanks.

• Boiler Cleaning: Power vacuuming, wire brushing (inside and outside), power air lancing for water tube boilers. High-pressure washing and water hoses/scrapers for water side cleaning. Power turbine with cutter heads/wire brushes for fire tube boilers.

• Tank Cleaning: Cleaning of deaeration and condensate tanks to remove sludge, scale, and foreign materials.

• Reassembly: Use of new factory gaskets, pressure testing for leaks, and correction of any leaks.

• Safety Compliance: Adherence to OSHA regulations for Hazardous Communications, Confined Space, Lock-Out/Tag-Out, and VA policies.

• Privacy Training: Contractor employees must complete VA Privacy Training.

• Records Management: Compliance with Federal and NARA records management policies.

• Contract Type: Firm Fixed Price.

• Period of Performance: One 12-month base year (POP: 07/01/2026 - 06/30/2027) with four (4) 12-month option years and a potential 6-month extension.

• Locations: Montrose VAMC and Castle Point VAMC.

• Response Date: May 01, 2026, 10:00 AM ET.

• Questions Due: April 22, 2026, 10:00 AM ET.

• Submission Method: Electronically via email to tiffany.vazquez-simon@va.gov.

• Evaluation Factors: Technical Capability/Approach, Past Performance, and Price. Limitations on Subcontracting (LOS) will also be evaluated.

• Proposal Submission: Must include Volume 1 (Technical Capability), Volume 2 (Past Performance), Volume 3 (Price), and Volume 4 (LOS).

• Set-Aside: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB).

• NAICS Code: 238220 (Plumbing, Heating, and Air-Conditioning Contractors) with a size standard of $19 Million.

• The solicitation incorporates FAR and VAAR provisions by reference. Full text is available upon request or electronically.

• Specific equipment details for both Castle Point and Montrose campuses are listed.

• Offerors must provide specific qualifications for key personnel and at least three relevant past performance examples.

Other / Unclassified

This document is a U.S. Department of Labor Service Contract Act Wage Determination (No. 2015-4187, Revision No. 34) for New York State, specifically for the counties of Bronx, Kings, New York, Queens, Richmond, Rockland, and Westchester. It lists various occupations and their corresponding minimum hourly wage rates and fringe benefits required for service contracts in these areas. The document also includes notes on Executive Orders related to paid sick leave (EO 13706) and minimum wage (EO 13658), as well as details on vacation, holidays, hazardous pay differentials, and uniform allowances.

This wage determination is crucial for potential bidders on Service Contract Act (SCA) covered contracts in the specified New York counties. It outlines the minimum labor costs that must be factored into proposals, including base wages, health and welfare benefits, and potential differentials for hazardous duty or night/Sunday work. Understanding these requirements is essential for accurate cost estimation and ensuring compliance with federal labor laws.

Other / Unclassified

This document is a U.S. Department of Labor, Wage and Hour Division, Service Contract Act Wage Determination (No. 2015-5777, Revision No. 30) for the State of New York, Area: New York County of Dutchess. It lists various occupations and their corresponding minimum hourly wage rates and required fringe benefits.

This document is crucial for potential bidders as it establishes the minimum wage and benefit rates that must be paid to employees performing work under a Service Contract Act covered contract in the specified geographic area. Bidders must use these rates when calculating their labor costs for proposals to ensure compliance with federal regulations. It also outlines provisions for paid sick leave (EO 13706) and minimum wage requirements (EO 13658), as well as details on vacation and holiday pay. The document also describes the process for requesting additional classifications and wage rates if a required occupation is not listed.

Other / Unclassified

This document is a Standard Operating Procedure (SOP) titled "CONFINED SPACE ENTRY" (SOP 138-71HV) for the VA Hudson Valley Healthcare System (VAHVHCS). It establishes procedures to control potential hazards when confined spaces are accessed or entered by employees, contractors, or inspectors.

While not a solicitation or SOW, this SOP is highly relevant for any contractor or vendor who may need to perform work within confined spaces at VAHVHCS facilities. It outlines the strict requirements and procedures that must be followed, including:

• Permit System: All confined space entries require a Pre-Entry Confined Space Permit, obtained through the Fire Department.
• Hazard Assessment: Pre-entry assessments and atmospheric testing (oxygen, combustible gas, toxic materials) are mandatory.
• Personnel Requirements: Specific roles and duties are defined for authorized entrants, attendants, and entry supervisors, including required training.
• Equipment: Mandates the use of specific safety equipment, including personal protective equipment (PPE) and explosion-proof or battery-operated electrical equipment.
• Contractor Obligations: Outside contractors must inform the Contracting Officer's Technical Representative (COTR) of their need to enter confined spaces and must provide documentation of their own Confined Space Permit (CSP) Program and employee training. Contractors are responsible for supplying their own equipment.
• Definitions: Provides clear definitions of confined spaces, permit-required confined spaces, hazardous atmospheres, and related terms.

Understanding and adhering to this SOP is critical for any bidder whose work may involve entering confined spaces at VAHVHCS to ensure compliance and safety.

Form / Attachment / Pricing Sheet

This document, "SOP 138-06HV Appendix F - Lockout Tagout," outlines the VA Hudson Valley Health Care System's Lockout/Tagout Program. It establishes minimum requirements for the lockout and/or tag-out of energy isolating devices to ensure machinery and equipment are safely isolated from hazardous energy during servicing or maintenance activities.

• Purpose: To define minimum requirements for lockout/tagout of energy isolating devices.
• Requirements: Ensures machinery/equipment is isolated from hazardous energy before servicing to prevent injury.
• Responsibilities: Details the roles and responsibilities of various personnel, including the Chief of Engineering Service, Service Chiefs, Care-Line Managers, Project Engineers, Supervisors, Authorized Employees, and Contractors.
• Procedures: Outlines general processes, definitions (Affected Employee, Annual Audit, Authorized Employee, Energy Isolating Device, Lockout, Lockout Device, Periodic Inspection, Tag-out Device, Zero Energy Level), and specific processes for preparing for, executing, and restoring equipment from lockout/tagout.
• Training: Mandates annual training for Affected Employees and authorization and annual assessment for Authorized Employees.
• Recordkeeping: Specifies the maintenance of training records and other relevant documents in the Engineering Service Office.
• References: Cites 29 CFR 1910.147 and the General Safety Guidebook, Dept. of Veterans Affairs.

Contractors working on-site are required to be notified of, provided with, and acknowledge receipt of this policy. They must also obtain a LOTO Permit and provide their own LOTO-specific locks and tags. This document is crucial for any contractor whose work may involve servicing or maintaining plant machinery and equipment at the facility, as it details the safety procedures they must adhere to.

Form / Attachment / Pricing Sheet

This document is a mandatory privacy training acknowledgment form for personnel who do not have direct access to VA computer systems or VA sensitive information, but may incidentally encounter it. It outlines the "basic" privacy training requirement and serves as confirmation of understanding and responsibility for protecting Veteran information.

• Employee Name (Print)
• Employee Signature
• Date
• Print Name of Contract Agency (if applicable)
• Print Name of VHA Department/Supervisor/Contracting Officer
• A statement confirming responsibility for protecting confidential information.

Contractors and their personnel may be required to complete and submit this form as part of their contractual obligations. It signifies that personnel have received and understood the basic privacy training requirements, even if they do not directly access sensitive VA data or systems. The form must be provided to a supervisor or contracting officer for entry into the Talent Management System.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed for official use only. It is intended to gather feedback on a contractor's performance for a specific contract or order, to help determine the relevancy and recency of their past work for future solicitations.

• Contractor Information: Name, Address, Point of Contact.
• Contract Information: Contract Number, Type, Award Date, Period of Performance, Total Dollar Amount, and a brief description of the Scope of Services performed.
• Performance Ratings: Sections for evaluating Quality of Service, Timeliness of Performance, Business Relations, and Management of Key Personnel. Ratings are based on a defined scale (Exceptional, Very Good, Satisfactory, Neutral, Marginal, Unsatisfactory).
• Remarks: A section for detailed comments on the contractor's overall performance and a recommendation for future similar requirements.
• Respondent Information: Printed Name, Title, Signature, and Phone Number of the individual completing the questionnaire.

This questionnaire is used by the government to evaluate offerors' past performance. Bidders should be aware that their performance on previous contracts will be assessed using this form. The information provided by the evaluating entity directly impacts the past performance evaluation factor in a proposal, which can be critical for award decisions. The questionnaire also specifies that failure to provide the requested information may render a proposal unresponsive.

Form / Attachment / Pricing Sheet

This document, VAAR 852.219-75, is a "VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (DEVIATION)". It requires offerors to certify their compliance with subcontracting limitations if awarded a contract.

• Services Contract: Offeror certifies they will not pay more than 50% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Other direct costs may be excluded under specific conditions.
• General Construction Contract: Offeror certifies they will not pay more than 85% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Cost of materials are excluded.
• Special Trade Construction Contractors: Offeror certifies they will not pay more than 75% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Cost of materials are excluded.
• Certification Acknowledgment: Offerors acknowledge that false certifications are subject to penalties under Title 18, United States Code, Section 1001.
• Compliance Verification: The VA may require documentation to verify compliance during contract performance and upon completion.
• Cooperation: Offerors agree to cooperate and provide requested documents for compliance determination.
• Required Completion: The certification must be completed, signed, and returned with the offer. Failure to provide it will render the offer ineligible for award.

This is a mandatory certification. Bidders must understand the subcontracting limitations specific to the contract type (services, general construction, or special trade construction) and complete this form accurately. Failure to submit this completed certification will result in the offer being deemed ineligible for award.

Solicitation / RFP / RFQ

This is a pre-solicitation notice for FY26 Boiler Plant Cleaning services at the VA Hudson Valley Health Care System (VAHVHCS) in Montrose and Castle Point, NY. The central boiler plant provides steam for various essential services, and regular cleaning is critical for safety, reliability, and efficiency. This notice is in preparation for a future Request for Quote (RFQ).

• Furnish labor, material, and equipment for the summer maintenance and cleaning of water tube boilers, fire tube boilers, condensate tanks, and deaeration tanks.

• Includes opening, cleaning, and closing of boilers and tanks.

• Requires proper disposal of waste at a Department of Environmental Protection approved landfill.

• Service to be performed in July.

• Contract Type: Single Award, Firm-Fixed-Price.

• Period of Performance: Estimated award 6/1/2026. One 12-month base year with 4 option years and a 6-month extension period.

• RFQ is planned for release on or about April 17, 2026.

• Offer due date is tentatively May 01, 2026.

• Anticipated award date is May 15, 2026.

• This will be a Best Value procurement, potentially using comparative evaluations. Award may be made without discussions; submit best terms.

• Solicitation will be electronic only; download from www.SAM.gov.

• 100% Total Service Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside.

• NAICS Code: 238220 (Plumbing, Heating, and Air-Conditioning Contractors) with a $19.0 Million size standard.

• PSC Code: J045 (Maintenance, Repair, and Rebuilding Equipment).

• Prospective Offerors must be registered in System for Award Management (SAM) at the time of quote submission.

• Contact: Tiffany Vazquez-Simon, Contract Specialist, tiffany.vazquez-simon@va.gov (email only).

• No documents or further information available at this time. Visit www.SAM.gov regularly.

• Payment via VA’s Electronic Invoice Presentment and Payment System (requires registration).